UCR Library Website : Serial Vendor Changes

[Acq. Home]
[Staff]
[Accounts]
[Bib Search]
[Receiving]
[Serials]
[Forms]
[Presentations]
[Procedures]
[Tools]
[Visitors]
[Acq. Site Map]

Home » Departments » Acquisitions

[Print View]

Serial Vendor Changes

Determinant criterion for Vendor Changes. Must be:
1. Receipt/Claim problems.
2. Problems with direct order. Preference is to order through a vendor.
3. If we can get a discount through another source.
4. Publisher will only bill in foreign currency.
5. Invoice problems.
Next, who to do the change with:
1. Current rules:
2. Go with a vendor to the country of origin.
3. Subscriptions for domestic orders are placed through Ebsco currently.
4. Annuals are placed with Midwest except for science orders. For science orders, we are currently using Academic Book Center.
5. Do the vendor change at the end of the paid subscription and when the volume changes, if possible.
6. Allow at least 3 months or more between change of vendor and receipt of item. Example: If a monthly subscription is being changed, notify the publisher and vendor in October that the change will occur in January.
Vendor Change:
1. Basic outline for canceling and reordering are:
  1. Canceling the old order record on Innopac:
    1. Choose O: Ordering...
    2. U: Update...
    3. Enter initials.
    4. O: Order...
    5. Enter record #, T: title name, L: old order #.
    6. Enter 54 identity. Hit return to delete identity information. Enter Y: yes.
    7. I: insert a field. Enter N: note field. Type: Vendor change from publisher (enter publisher name) to vendor (enter name) with volume and/or year. Enter initials and current day's date. Hit return. Make sure vendor note is at the top. Proceed to next step.
  2. Update the Check-in record:
    1. Choose S: Summary
    2. 1: check-in
    3. C: Check-in Options
    4. M: Maintenance Mode Options
    5. I: Insert a box. This is where you want the v/c to occur.
      1. Enter box #(1-54).
      2. N: Status
      3. Press return until you get to a note field.
      4. Enter in Note:
        
        V/C-VENDOR NAME with volume and/or year.
        
        Press Return.
        
        Add new box (y).
    6. R: Reset current box
      1. Enter # of current expected item to re-activate check-in box.
    7. If receipt is not complete-press (M) Modify a box.
      1. M: Modify which #? Enter box # (1-54). This will be the following box after the vendor change number.
      2. A: Alter data
      3. Press return until the note field is reached.
      4. Enter on Note: v/c-notify (claimer's initials) to update check-in information.
      5. Add new box (y)
    8. If receipt is complete with the vendor change-press (E) Edit check-in record.
    9. If vendor has a vendor code enter (42) and put new vendor code in.
    10. If the new vendor does not have a vendor code then you need to put "none" in the vendor code and put the information in (Q) Vendor address and put the publisher address in (N) note field.
      1. This is pub address: and line separated by ($) signs.
      2. The current information should be in the vendor code (42) or (Q) Vendor address. Remove any old information out of these fields.
    11. S: Summary and proceed to next step.
  3. Create a new order record. Print a copy of the order record.
  4. Send a cancellation letter to publisher.
  5. Give an Innopac worksheet to cancellation person to cancel the old record on Pac only.
  6. Send the new order to vendor.
  7. Update new order record with old payment information.
  8. File a copy of cancellation notice in accounts cancellation file.

Content maintained by: [WBarrett]

Last modified date: Wed 12/31/1969 04:00 pm by [so]